Portfolio Document Controller

www.sphereentertainmentco.com.

Who are we hiring?   

Supporting the Development and Construction team at Sphere Entertainment, the Portfolio Document Controller will assist with maintaining portfolio documentation available from multiple international projects. This role ensures that design and construction information is organized and maintained across the multiple projects consistently.  You will support the implementation of document control processes, including version control, filing and distribution to projects per agreed internal standards. Working across multiple international programs, you will coordinate with consultants and internal stakeholders to maintain effective information exchange from project environments to structured portfolio systems. The role supports the maintenance of information within the Sphere Entertainment Portfolio Library, ensuring our data is consistent, accessible and fit for reuse across future projects.

What will you do? 

Document Management & Control 

• Assist with the setup and organization of document control processes across multiple projects and archive information to the Portfolio


• Work with project document controllers with implementing and maintaining Sphere document control processes and assist in setting up document management systems (e.g Sharepoint, Aconex, ACC)


• Assist in ensuring project documentation is structured correctly using agreed folder structures, naming conventions, assigned attributes and filing systems


• Support workflow processes to ensure documentation is reviewed by the relevant stakeholders for approval


• Assist in aligning document control practices across a growing portfolio of projects


• Contribute to building a scalable and efficient document control function 

Version Control & Standards 

• Assist with the implementation of document control procedures across the portfolio, including version control and document distribution protocols 


• Support Project Teams in the development, maintenance and delivery of Master Information Delivery Plans (MIDPs) and Task Information Delivery Plans (TIDPs) 


• Support information exchanges between internal teams and external project teams to ensure compliance with agreed information standards 

Quality Assurance  

• Carry out periodic quality checks on project documentation to ensure completeness, correct formatting, and adherence to established standards 


• Assist with monitoring portfolio-wide documentation for consistency and identify gaps or non-compliance


• Support corrective actions to improve document quality and reliability across projects 

Document Control Oversight 

• Support document control processes, ensuring timely distribution, approval, and archiving of project documentation


• Help maintain accurate audit trails and ensure all information is traceable and securely stored


• Provide support to project document controllers and project teams on best practices


• Assist with reporting and tracking of key project documentation 

Continuous Improvement 

• Help to identify opportunities to improve efficiency and standardization across projects and portfolio


• Identify opportunities to enhance digital processes, automation, and data quality.


• Evaluate and implement new technologies that improve document flow and project efficiency


• Contribute to company-wide transformation initiatives 

What do you need to succeed? 

• 2-4+ years of relevant experience.


• Good understanding of ISO 9001 standards and document control workflows in Construction


• Experience working with CDE platforms such as Sharepoint, ACC, Aconex, BIM 360 


• Strong organisational skills with the ability to manage large volumes of data and documentation


• Clear communication skills and the ability to work with teams to follow structured processes


• Experience in development, construction or engineering environments 


• Provide exceptional experiences for our guests, partners, and team members, including by adhering to our appearance and presentation guidelines while on-site.  

Special requirements of the job:  

• Ability to work independently across multiple projects and time zones


• Strong organization and communication skills